NOTE: Press the F1 key at any time to access help for the current application screen. Each screen's help topic explains the screen's function and describes its content.
Scenario Set-up: A foster mother arrives in clinic and states that an infant has been placed in her care. She is interested in being the authorized representative for this infant. Assume that the infant is a participant at your clinic location and is in a valid certification. In addition, assume that the foster mother has the necessary documentation to complete this change. You will give the infant a new Household ID.
The process includes the following system tasks:
Opening the infant's folder and beginning the Change Household ID process
Removing cards that have been assigned and sending EBT data (in EBT-enabled systems)
Reviewing new EBT household demographics (in EBT-enabled systems)
Issuing or reissuing benefits to the new household (in EBT-enabled systems)
Please note that an office clerk, front desk staff member, or a competent professional authority (CPA), given the appropriate system permissions, can complete this process. Since this process refers to an infant, it is suggested that a CPA review infant feeding practices with the foster mother if checks are being issued.
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NOTE: Press the F1 key at any time to access help for the current application screen. Each screen's help topic explains the screen's function and describes its content. |
Complete the following steps to perform this scenario:
STEP 1: OPEN THE PARTICIPANT’S FOLDER AND SELECT CHANGE HOUSEHOLD ID FROM THE ACTIVITIES MENU
1. Search for the participant's record and open the Participant Folder. (For more detail, see the Searching for a Client scenario.)
2. On the Participant Activities menu, select the Change Household ID menu option.
For EBT-disabled systems, the Change Household ID screen displays.
For EBT-enabled systems, the EBT Household Change Guided Script screen displays. Click the Determine New Household link. The Change Household ID screen displays.
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NOTE: The client's Current Household Information is displayed. |
STEP 2: CREATE THE NEW HOUSEHOLD
1. Click Create New Household. The Create New Household screen displays.
2. Enter as much information as possible for the new household and select the Reason for ID Change.
3. Click OK. The Change Household ID screen displays.
4. Click Close.
For EBT-disabled systems, the process is complete. The Participant List screen displays. Notice that the participant’s Household ID number, displayed near the top of the screen, has changed to a new ID. Click the Close Participant Folder toolbar button to return to the Participant List screen.
For EBT-enabled systems, the EBT Household Change Guided Script screen displays. Complete the remaining steps below to finish the process.
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NOTE: In EBT-enabled systems, the participant will not be transferred to the new household unless all steps on the EBT Household Change Guided Script screen are completed in the described order. |
STEP 3: CONFIRM THAT THERE ARE NO EXISTING BENEFITS TO REMOVE
1. Click the Remove Current Benefits link.
If no benefits are currently assigned to the household, a standard information message displays informing that no benefits are eligible to be removed. Click OK to return to the EBT Household Change Guided Script screen.
If benefits are currently assigned to the household, the system determines the balance available for transfer. The Void/Replace Benefits for EBT Account screen will be displayed. Confirm the quantity to void and click the Send EBT Data button. The EBT Household Change Guided Script screen displays.
STEP 4: REMOVE CARDS AND SEND EBT DATA
1. Click the Remove Cards link. The EBT Household Demographics screen displays.
If the transferring participant is the only active participant over five (5) years of age in the household, select the transferring participant in the data grid and click Deactivate Account.
If the card is assigned to the transferring participant and there is one or more active participants over five (5) years of age in the household, complete the following steps:
Select the transferring participant in the data grid and click Deactivate Account.
Click Send EBT Data. The EBT Household Change Guided Script screen displays.
Click the Remove Cards link.
Select another active participants over five (5) years of age in the data grid and click Set as Primary.
Click Assign Card and assign a new card to the new primary cardholder.
If there are no cards currently assigned or if no EBT account currently exists for the household, a standard information message displays. Click OK to return to the EBT Household Change Guided Script screen.
2. Click the Send EBT Data button to communicate change to the EBT Processor system. A standard information message displays to indicate that changes were saved. Click OK to return to the EBT Household Change Guided Script screen.
STEP 5: REVIEW NEW EBT HOUSEHOLD DEMOGRAPHICS
1. Click the Review New EBT Household Demographics link. The EBT Household Demographics screen displays.
2. Ensure that the household information displayed in the screen is correct. If a primary cardholder has not been assigned, select an active participant over five (5) years of age in the data grid and click Set as Primary.
3. Click the Send EBT Data button to communicate change to the EBT Processor system. A standard information message displays to indicate that changes were saved. Click OK to return to the EBT Household Change Guided Script screen.
STEP 6: ISSUE OR REISSUE BENEFITS TO THE HOUSEHOLD
1. Click the Add Benefits to New Household link.
If no benefits are available for the household, a standard information message displays informing that no benefits can be issued. Click OK to return to the EBT Household Change Guided Script screen.
If benefits were voided but no future benefits are available, a standard information message displays indicating that benefits were voided and that you should issue new benefits from within the Participant Folder. Click OK to return to the EBT Household Change Guided Script screen.
If future benefits are available, the Aggregated Issuance for EBT Account screen displays. Confirm the quantity to reissue and click the Send EBT Data button to communicate change to the EBT Processor system. The Status text and value label on the screen updates to indicate the success of the issuance. Click Close to return to the EBT Household Change Guided Script screen.
2. Click Close to return to the Participant Folder.
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Software Version: 2.40.00
