Converting Applications to Changes or Renewals in the VaCMS

When performing file clearance and / or preliminary case research in the VaCMS, you may discover that a customer submitted a new application to report a change or renew their coverage. If this happens, you have the ability to convert the new application to a Change / Add a Person or Renewal during the file clearance process.

Only certain application types may be converted to a renewal or change report (the criteria are detailed below). Be sure to carefully research each individual and program to determine the correct action before converting the application to a Change / Add a Person or Renewal. If a case cannot be converted, an error message will appear and the case will have a status of “New” in My Workspace.

Note: If an application is received that is requesting assistance for a customer who is already listed on the case but not currently requesting assistance, this should be processed as an Add Person application.

Also note: Applications that have been converted to a Change Report or Renewal during file clearance do not display in the Pending Point in Time Application page results.

A new CommonHelp or RDE application can be converted into a change / add a person only if:

• the applicant(s) are requesting medical assistance (MA).

• MA is already part of the selected case.

• MA is approved and ongoing on the selected case.

• everyone on the case has been file cleared.

• the case name of the selected case is included as an individual in the application.

You should carefully analyze the new application and the existing case to determine whether you should convert the case or not.

To convert a new CommonHelp or RDE application to a change / add a person:

1. On the File Clearance - Results page, select the radio button next to the appropriate client ID.

2. Select Yes from the Do you wish to view associated cases? dropdown menu.

3. Select the radio button next to the case you wish to associate the application to listed under Cases Linked to.

4. Select Yes from the Associate dropdown menu to associate the application to the selected case.

5. Select Change / Add a Person from the Convert Application To dropdown menu.

6. Click Next.

7. The Application / Screening Summary page appears.
   Note: The Application Converted to Change checkbox will be pre-checked if you associated the application to an existing case during File Clearance. You cannot manually select this box if the application was not previously marked for conversion during File Clearance. You can deselect the box if Convert Application To was selected in error.

8. Enter the appropriate Primary Worker ID and click Assign.

Important Note: Although you must complete file clearance for every individual on the case, you only complete the steps above for associating and converting the application for one individual on the case.

Other items to note

• When you click Assign, the application status changes to Application Complete and will appear in the My Workspace - Locality Inbox as a change report with a status of Process. The assigned worker should follow the steps for change report processing to perform a case change on the case.

• If you deselect the Application Converted to Change checkbox before you click Assign, the application status changes to Application Complete and it appears in the My Workspace - Application Inbox as a new application. The assigned worker should follow the steps for new application processing.

• An alert  is sent to the primary worker if the worker performing the change is not the primary worker for the case you associated with the application.

• If you navigate to the Case Action page via the Change Report tab in the My Workspace - Locality Inbox, the Case # field is pre-populated and action is set to Case Change / Closure. Clicking Next on the Case Action Confirmation page will change the change report status to Submitted.

• If a RDE or CommonHelp application is converted to a change report, the details pages will not auto-populate the application data. However, you can use the New Data and Populate buttons to import the data.

• The Application Submitted Date is used to set the Effective Begin Date for all case / client data rather than the processing date

A new CommonHelp or RDE application can be converted into a renewal only if:

• the applicant(s) are requesting medical assistance (MA).

• MA is already part of the selected case.

• MA is approved and ongoing on the selected case and includes at least one EDG that has a Renewal Due Date that is within a past month; the current month or the next 3 months from the current date; Or MA is terminated and the termination / closure date is within 3 months of the application received date.

• everyone on the case has been file cleared.

• the case name of the selected case is included as an individual in the application.

A new CommonHelp or RDE application cannot be converted into a renewal if:

• The Application Received Date is prior to the Program Request Date for existing case.

You cannot convert a paper application entered through Application / Screening to a renewal.  If you wish to convert a paper application to a renewal, first enter it through RDE.

You cannot convert an FFM application to a renewal.

You should carefully analyze the new application and the existing case to determine whether you should convert the case.

To convert a new CommonHelp or RDE application to a renewal:

1. On the File Clearance - Results page, select the radio button next to the appropriate client ID.

2. Select Yes from the Do you wish to view associated cases? dropdown menu.

3. Select the radio button next to the case you wish to associate the application to listed under Cases Linked to.

4. Select Yes from the Associate dropdown menu to associate the application to the selected case.

5. Select Renewal from the Convert Application To dropdown menu.

6. Click Next.
   Note: An error message will display if the application selected for conversion to a renewal does not meet the criteria described above.

7. The Application / Screening Summary page appears.
   Note: The Application Converted to Renewal checkbox will be pre-checked if you associated the application to an existing case during File Clearance. You cannot manually select this box if the application was not previously marked for conversion during File Clearance. You can deselect the box if Convert Application To was selected in error.

8. Enter the appropriate Primary Worker ID and click Assign.

Important Note: Although you must complete file clearance for every individual on the case you only complete the steps above for associating and converting the application for one individual on the case.

Other items to note

• The VaCMS will not allow you to convert an application to a renewal if the Application Received Date is prior to the Program Request Date for existing case.

• When you click Assign, the application status changes to Application Complete and will appear in the My Workspace - Renewal Inbox as a renewal with a status of Process. The Packet Received Date for all active MA EDGs will be updated with the application received date. The assigned worker should follow the steps for renewal processing to perform the renewal on the case.

• • Note: If MA is already closed, the assigned worker must reinstate the MA program by selecting Reinstatement from the Case Action page in Data Collection, and authorize the results. You can then begin processing the renewal from the Renewal Inbox.

• If you deselect the Application Converted to Renewal checkbox before you click Assign, the application status changes to Application Complete and it appears in the My Workspace - Application Inbox as a new application. The assigned worker should follow the steps for new application processing.

• An alert is sent to the primary worker if the worker performing the change is not the primary worker for the case you associated with the application.

• The Application Submitted Date is used to set the Effective Begin Date for all case / client data rather than the processing date.

A new paper application entered in Application Registration can be converted to a change only if the customer wants to add a new member to the household (if no new members have been added to the case, the "Convert Application to" field will be disabled).

All other changes should be done directly in Data Collection using the Case Change / Closure option on the Case Action page.

Given that the programs requested are captured after the File Clearance – Associated Cases page in the Application / Screening driver flow, no program status check is performed. You should carefully analyze the new application and the existing case to determine whether you should convert.
Note: There is no need to create a paper application using RDE or Application Screening for change reports. Process the change by selecting the Case Change / Closure option from the dropdown menu on the Case Action page for the existing case, and enter the changes directly into Data Collection.

A new paper application can be converted into a change report only if:

• the applicant(s) are requesting medical assistance (MA).
• MA is already part of the selected case.
• MA is approved and ongoing on the selected case.
• At least one new member is being added to the Case.
• everyone on the case has been file cleared.
• the case name of the selected case is included as an individual in the application.

To convert a paper application to an Add a Person:

1. On the File Clearance - Results page, select the radio button next to the appropriate client ID.

2. Select Yes from the Do you wish to view associated cases? dropdown menu.

3. Select Change / Add a Person from the Convert Application To dropdown menu.

4. Select Yes from the Associate dropdown menu to associate the application to the selected case.

5. Click Next.

6. The Application / Screening Summary page appears.
   Note: The Application Converted to Change checkbox will be pre-checked if you associated the application to an existing case during File Clearance. You cannot manually select this box if the application was not previously marked for conversion during File Clearance. You can deselect the box if Convert Application To was selected in error.

7. Enter the appropriate Primary Worker ID and click Assign.

Important Note: Although you must complete file clearance for every individual on the case, you only complete the steps above for associating and converting the application for one individual on the case

Other items to note

• When you click Assign, the application status changes to Application. The assigned worker should follow the steps for change / Add a Person processing.

• If you deselect the Application Converted to Change checkbox before you click Assign, the application status changes to Application Complete. The assigned worker should follow the steps for new application processing.

• An alert is sent to the primary worker if the worker performing the change is not the primary worker for the case you associated with the application.

• Applications in My Workspace with a status of New or Started do not display in the Pending Point in Time Application page results.

• The Application Submitted Date is used to set the Effective Begin Date for all Case / Client data rather than the processing date.

Updated 4/12/2015