Although each field office may have different procedures regarding the mailing of redeterminations, the following represents a guideline.

A. Due dates

B. SNAP redeterminations

1. Applications

Applicants may apply at whichever office is convenient for them; do not refuse to accept an application based on the applicant’s age, situation, or home address. The person can choose to complete the application process in the office which took their initial application or choose to have it forwarded to another office close to their home or work.

 

The Social Security Administration (SSA) office may complete a SNAP application when all members of the filing group are applying for or receiving Supplemental Security Income (SSI).

 

Caseworker Application Processing Interface (CAPI) applications received through the DHS web portal are routed to the best match office based on the information received from the applicant. For complete details on CAPI procedures, see APD Worker Guide B.9.

• The no wrong door DHS policy applies to CAPI applications, also;
• If there is doubt about who should serve the customer, determine eligibility and then transfer the case;
• Review the CAPI online application flowchart if there are questions.

1. Expedited
   

   Front desk, screening staff, and anyone who determines eligibility for SNAP must review applications for expedited SNAP eligibility. See FSM.SNAP.A.6 for expedited criteria.

    

   Persons eligible for expedited service must have a screening intake interview, and benefits issued no later than the seventh (7th) calendar day following their filing date. If the initial screening missed expedited eligibility, benefits must still be issued by the seventh (7th) calendar day. When expedited eligibility is missed due to a customer error, benefits must be issued not later than the seventh (7th) calendar date after the discovery.

   Note: Expedited eligible cases MUST have an expedited issuance code. See the DHS Computer Guide for D.7 for coding information.

1. Annual redeterminations
   

   Employees who determine eligibility for SNAP can get a list of SNAP redeterminations coming due from either Oregon ACCESS or the View Direct system; see below.

   
   Staff may choose to interview customers on the recertification list, update all information from the interview on Oregon ACCESS, then print and mail an application with the new information to customer for their review and signature; a pending notice or SDS with a due date must accompany the application.

   
   Customer who cannot be reached for a telephone interview will have a blank application showing only their personal data mailed to them.

   Note: Never mail the customer an application with information from the previous certification such as income, resources, or shelter costs.

    

1. Considerations

Staff can add SNAP cases with a pending status to the FSMIS system and allow the mainframe to send a closure notice if they do not respond to a pending notice.

Set a tickler to act on the SNAP case when the materials requested on the pending notice are not returned. If no action is take on the pending date, you must send another pending notice and wait the entire pending period again before taking action on the case.

See APD Worker Guide B.8 Redeterminations for more suggestions and information.

C. Medicaid redeterminations

For details on recertifying Medicaid benefits please see the APD Worker Guide B.8, Eligibility and Application Process.

1. Applications

There must be a signed SDS 0539A, Application Form, on file for customers receiving or requesting APD medical.

• AAA and APD staff should obtain a signed SDS 539A in any instance where a customer or application has been referred for APD Medicaid benefits;
  
  
• AAA and APD staff should obtain a signed SDS 539A for ongoing APD Medicaid customers for whom there is no signed SDS 539A on file at the next redetermination.

APD-IM-13-039

Ongoing medical customers may use a prior benefit application to continue their medical eligibility if they request medical benefits before the end of their certification period.

For example: The customer has ongoing medical which end on the 31st. They call their worker and leave a message on the 15th stating they want to continue to receive medical benefits. The worker may use the same application they used for the last certification to determine eligibility for the next certification.

Use the application for open benefits, the DHS Mainframe, and other electronic resources to determine current eligibility. Send a pending notice for any additional missing information.

• If Medicaid eligibility is determined using a non-medical application (SNAP, TANF, ERDC) store the application used in the current working file;
  
  
• If Medicaid eligibility is determined using an EDMS or CAPI application, narrate the location of the application but do not print a copy for the paper file.

1. SSI eligible customers – yearly reviews or desk audits
   

   Customers who have only Social Security Income (SSI) income and are eligible for Medicaid must have a yearly review, called a desk audit, once per year.

    

   On the annual review date, check Social Security information from available sources to verify the person still receives SSI.

    

   Customers who are redetermined eligible based on a desk audit do not need to receive the SDS 0539R.

    

   Narrate the complete eligibility for all persons determined eligible via a desk audit including what they receive and why they are eligible.

   Note: SSA income verification should be narrated “verified via SSA records”.

D. View Direct reports

View Direct gathers, stores, prints, and displays productions reports for online viewing.

The following reports are available on View Direct to locate redeterminations by worker or by branch:

1. WCM0390R-E, Redeterminations coming due.
   
   Lists all coming due redeterminations by the worker WAW load code. This report can be pulled at any time; current month information is usually available around the 10th.
   
   
2. WCM0390R-G, Redeterminations due or overdue;
   
   Lists all currently due or past due redeterminations by the worker WAW load code. This report can be pulled at any time; current month information is usually available around the 10th.
   
   
3. WCM0390R-F, Redeterminations to be mailed next month;
   
   This printout advises the workers of upcoming redeterminations by the worker WAW load code. This report can be pulled at any time; current month information is usually available around the 10th.
   
   
4. SJM4400R-A, SSD cases with HPB case descriptor and OHP end dates as of 2 months in the future;
   
   Lists all Oregon Health Plan customers at the OHP processing branch who are due for review. This report can be pulled at any time; current month information is usually available around the 10th.
   
   
5. SJM4300R-A, SNAP cases with no review date on the 403B.
   
   

   Lists all Medicaid customers who are coded NRD on UCMS due to receiving SSI and who receive SNAP benefits. All customers receiving SNAP must complete the SDS 539A,v Application Form and receive an interview or meet interview requirements. The Oregon ACCESS printed SDS 539A Recert Version packet should be mailed to the customer with instructions and any additional forms the worker may want mailed.