TNKids Duplicate Social Security Number Team Leader

1. TNKids Duplicate Social Security Number Team Leader

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4. Overview • The purpose of the changes to TNKids is to eliminate the entering of duplicate Social Security Numbers (SSNs) with allowances for situations where a SSN is not known. • These changes and allowances are needed for the tracking of a client’s DCS services so full potential reimbursement to the department can occur. • TNKids will validate SSN, Legal Name and DOB against Social Security Administration (SSA) records. TNKids will alert Case Managers and Team Leaders when a client record validation is unsuccessful. Also the creator of an Employee or a Foster Parent record when those validations are unsuccessful. • SSN Override will allow a Team Leader or Backup to terminate certain alerts and to allow certain cases without an SSN to be closed. • TNKids will no longer allow entry of specified “work around”social security numbers. EXIT

5. Table of Contents • Exclusions From Social Security Number Check • Changes To SSN Field • New TennCare Pseudo Number (888) • Duplicate SSNs • SSA File Verification • Social Security Number Override • Changes To U.S. Citizenship Fields • SSN Alerts • SSN Reports • Summary EXIT

6. Exclusions From Social Security Number Check • Records marked as “Duplicate” • Pre-adoptive placement records • Finalized adoption placement record, (“Adoption” in the release record) • CPS intakes also called CPS referral(s) EXIT

7. Changes to the SSN Field The TNKids system no longer requires a SSN to be added to an intake. The user will be required to enter the SSN before the case can be closed. EXIT

8. Changes to the SSN Field • TNKids will not allow entry of the following in the SSN field: • “888” (first 3 digits of SSN) • “000” (first 3 digits of SSN) • “999-99-9999” • “###-00-####” EXIT

9. TennCare Number Since TNKids system will no longer allow work arounds: 888 numbers will now be entered into the new TennCare# field located next to the SSN field. *This is not a required field. Once the 888 number is entered, it should not be removed when the client receives his/her SSN. The 888 number is now part of the official record. TennCare# is a unique number issued by the TennCare Bureau when the social security number of a client is not known or not yet issued. This number is subject to system check and will not allow for duplicates, except for those specifically excluded from the duplicate check. EXIT

10. Duplicate SSN When creating a new intake or adding a new person to an existing intake, the system will check to see if the SSN is a duplicate number in the system. If the SSN is already in TNKids, the system will display a list of all person(s) having the same number. EXIT

11. Duplicate SSN When adding a client or person(s) to an intake, the system will notify the user if the person has a duplicate SSN. A record can not be added to the system with a duplicate SSN. The duplicate SSN must be removed before proceeding. The only Duplicate SSNs in the system are existing records. Before a case can be closed the duplicate SSN must be resolved. EXIT

12. Duplicate SSN The TNKids system will send an email to the user with a list of duplicate SSN on the screen. After receiving the email, the user can then forward the information to person(s) who need to be aware of the duplications. EXIT

13. SSA File Confirmation To review SSA File Verification information select the Person tab, General sub-tab. Right click and chose View SSA Confirmation. The following information will display: • SSA submission and Response Date • SSA Response • SSA Error • SSA Confirmation • Person Data Changed Prior to confirmation? • Confirmation Data • SSN, First name,middle initial, last name,birth date and gender • SSA SSN, First name,middle initial, last name,birth date and gender • Send to SSA for another confirmation- Yes or No • Do you wish to continue receiving non-confirmation alert- Yes or No EXIT

14. SSN Override SSN Override will allow a Team Leader or Backup to terminate certain alerts and to allow certain cases without an SSN to be closed. EXIT

15. Newborn-SSN not issued prior to end of non-custody intake Newborn-SSN not issued prior to end of custody Runaway client without correct identification Social Security Admin did not locate record prior to case closure Other (Note: If other is selected the user must specify) CPS-Family left Tennessee CPS – Identity of the alleged victim was incorrect CPS-Limited Investigation CPS-Non-cooperative parent/caretaker CPS-Unable to locate family Family in non-custody intake left Tennessee Legal alien but no SSN issued SSN Override The Team Leader or Backup will select one of the following codes to explain the override: EXIT

16. SSN Override • A Team Leader or Backup must certify that a diligent effort has been made to obtain a SSN. • Selecting “yes” will • allow an Override • Reason. • Selecting “no” will • not allow an • Override reason. The Team Leader will select one of the following codes to explain the override: Override Reasons: EXIT

17. U.S. Citizenship The Citizenship and the Legal Alien fields are now automated responses dependent to what is entered into the U.S. Citizen field. EXIT

18. U.S. Citizenship EXIT

19. SSN Alerts • Missing Client SSN Alert – TNKids will send an alert after 21 days if a SSN has not been recorded for a client with an open intake. • Excluding the following client records: • Associated to a CPS Referral/Intake or with “reported” status in CPS Investigations. • With a “SSN Override”. • Where “Legal Alien” field is marked “No”. • Which are marked as “duplicates”. • NOTE: This alert is sent to Case Manager and Case Manager’s Team Leader. EXIT

20. SSN Alerts • Non-SSA-Confirmed Client Alert – TNKids will send an alert after 21 days if a SSN was not successfully confirmed against the SSA system for a client with an open intake. • NOTE: To stop SSA confirmation process, the user will see the following message “Do you wish to continue receiving non-confirmation alerts?”. • Excluding the following client records: • Associated to a CPS Referral/Intake or with “reported” status in CPS Investigations. • With a “SSN Override”. • Where “Legal Alien” field is marked “No”. • Which are marked as “duplicates”. • NOTE: This alert is sent to Case Manager and Case Manager’s Team Leader. EXIT

21. SSN Reports • Missing SSN Report – Provides a list of clients without recorded SSN in TNKids with an open intake. This report has the ability to be filtered by Region, Team Leader and Days Aging. • Excluding the following client records: • Associated to a CPS Referral/Intake or with “reported” status in CPS Investigations. • With a “SSN Override”. • Where “Legal Alien” field is marked “No”. • Which are marked as “duplicates”. • NOTE: This report will be updated once a week. EXIT

22. SSN Reports • Non-Confirm SSN-Open Intakes Report– Provides a list of clients with a SSN and not having a successful SSA-file-confirmation. This report has the ability to be filtered by Region, Team Leader and Days Aging. • Excluding the following client records: • Associated to a CPS Referral/Intake or with “reported” status in CPS Investigations. • With a “SSN Override”. • Where “Legal Alien” field is marked “No”. • Which are marked as “duplicates”. • NOTE: This report will be updated once a week. EXIT

23. SSN Reports • SSNs Duplicated in Open Intakes Report– Provides a list of all person records (client and non-client) with duplicate SSN in associated open intakes. This report has the ability to be filtered by Region, Team Leader and Days Aging. • Excluding the following client records: • Associated to a CPS Referral/Intake or with “reported” status in CPS Investigations. • With a “SSN Override”. • Where “Legal Alien” field is marked “No”. • Which are marked as “duplicates”. • NOTE: This report will be updated once a week. EXIT

24. SSN Reports • Non-Confirmed SSN-Closed Intakes Report– Provides a list of client records for closed custody and non-custody intakes for the past 12 months where TNKids and the SSA confirmation fields do not match. These fields are Legal Name, SSN, and DOB. This report has the ability to be filtered by region and statewide data. • Excluding the following client records: • CPS Referral/Investigations • NOTE: This report will be updated once a week. EXIT

25. Summary The purpose of these changes to TNKids is to eliminate the entering of duplicate Social Security Numbers (SSNs) with allowances for situations where a SSN is not known. TNKids will now validate SSN, Legal Name and DOB against Social Security Administration (SSA) records and eliminate the need for work arounds. Case managers, team leaders, creators of employee or foster parent records will receive alerts when SSN confirmations are unsuccessful. When necessary, a Team Leader or backup will have the ability to terminate certain alerts and to allow certain cases without an SSN to be closed. In addition, the new TennCare field functionalities will help track a client's DCS services so the department can receive full potential reimbursement. EXIT