LIS Returned and Unreturned Applications

About

As part of managing the SSA Referral Inbox, designated local staff generate correspondence for SSA Referrals including the LIS application, letter, and manual checklist. While monitoring the return of these applications, it is important local staff are able to distinguish an LIS application from other applications coming in to the agency. Designated SSA Referral Inbox staff and supervisors will return to the SSA Referral Inbox to process LIS applications and verifications returned by customers. They will address the status of unreturned applications here as well.

 

To Identify LIS Applications

When the customer returns the application, the LDSS can identify it as an LIS application in two ways:

  1. Barcodes will display at the bottom of each page.
  2. A Referral Tracking # will display at the top of the first page and the bottom of all pages in the application.

Note: The Tracking # only relates to the referral record and the VaCMS will assign a new T# when the application is registered.

 

To Address LIS Applications Returned Within 45 Days

When the LDSS receives a returned LIS application from the customer, complete the following steps to properly process and document receipt of the application.

  1. Write down the Tracking # and take note of the customer’s address.

 

 

  1. Go back to the SSA Referral Inbox and enter the Tracking #, click Search.

 

 

 

  1. Select the radio button and click Dispose Referral.

  2. Change the Status to Application Received.

 

 

  1. Click Submit.

  2. Then take measures to enter and register the LIS application in the VaCMS using RDE. Make sure the Application Received Date in RDE is the same as the Application Date in the SSA Referral Inbox to honor the original LIS application date. The Application Date cannot be changed if it is incorrectly entered. If it is entered incorrectly, you will need to dispose of the application and re-enter it using the correct application date for LIS.

 

 

  1. Before submitting the application, make sure to add a note in the comment box indicating this is a returned LIS application. Include the Referral Tracking # and Referral Received Date of the referral.

 

 

  1. Click Submit and continue forward with registering the application in My Workspace and assigning to a worker.

 

Special Note for Staff Processing LIS Applications

Once the application is registered and assigned to a worker, that worker will process the application and evaluate the customer just like any other application.

However, when reviewing the electronic RDE application, if the worker sees a comment that the application is a returned LIS application, document in the case comments (in addition to the other information per documentation standards):

  1. T # of the application in My Workspace.

  2. The Tracking # from the SSA Referral Inbox.

  3. The Referral Received Date from the SSA Referral Inbox.

  4. The original source of the application (SSA).

 

 

To Address LIS Applications Received After 45 Days

If the customer returns the application after 45 days from the Referral Received Date, the LDSS should treat it as a new application.

There is no need to update the status of the referral in the SSA Referral Inbox.

  1. When entering the application through RDE, enter the application date as the date the customer returned the LIS application.

 

To Address Unreturned LIS Applications

If the customer does not return the application in 45 days from the Referral Received Date, take action on the 45th day. The exception is if you have not given the customer 10 calendar days to return verifications, in which case you allow them the full 10 days.

  1. Go back to the SSA Referral Inbox and change the Status of the referral to Closed.

  2. Click Submit to save the Status change.

  3. The LDSS should then send the customer a Manual Denial Notice.

 

 

Updated: 10/03/2016