eIAR Communication Processes

The GA office is responsible for processing the following communications from Collections:

eIAR Denials
eCommunications
- GR Code Not Reported Timely
- Appeals
- SSI Awarded Underpayment Review Pending
- Claimant’s Name or SSN has changed on SSI record.
IAR Daily listing
- Awarded L-8125 Needed
One-off requests for valid SSP 14, claim review, follow up on action not taken, IAR computation requests [refer to “SSI Approvals” section], etc.

eIAR Denials

This communication is received when Social Security Administration has determined the claimant is NOT eligible for SSI benefits. The hyperlink on the communication description may be reviewed to display further reasons for the denial.

The following must occur when this electronic communication is received:

DTAC-CSS Collections Unit Designated Person
- Forwards the Communication List to the Collections Liaison (GA EWS).
Collections Liaison (GA EWS)
- Forwards the Communication List to SSI Advocacy Clerical staff.
SSI Advocacy Clerical staff
- Determines if there is an active case in the SSI Advocacy Application in CalSAWS.
  - If the case is active in both systems, forwards to the SSI Advocacy SW of Record.
  - If the case is in one system and not the other, forwards to the Collections Liaison (GA EWS).
  - If the case is not active in either system, takes no further action.
Collections Liaison (GA EWS)
- Creates a Task for EW action for any case missing in one of the systems and forwards the Communication List to the assigned EW’s Supervisor.
EW Supervisor
- Forwards the Communication List to the assigned EW.
Assigned EW
- Receives Communication List.
- Follows SSI Denials process.
- Reviews Imaging to ensure the General Assistance Program - Request for Medical Information (SCD 1400) has not expired.
  - If SCD 1400 is current, sends a referral to the SSI Advocacy Unit.
  - If SCD 1400 is expired or NOT found, follows Obtaining Medical Verification and then sends a referral to the SSI Advocacy Unit.
- Forwards the Communication List with feedback to the Collections Liaison (GA EWS) and EW Supervisor.
SSI Advocacy
- Receives the referrals.
- Refers to SSI Denials.

eCommunications

GR Code Not Reported Timely

This eIAR communication is received when the SSP 14 is not received within the 30 calendar-day timeline. Because our Agency missed the deadline, we are not eligible to receive the Interim Assistance reimbursement, which will prove to be very costly to our County. The following must occur when this communication is received:

DTAC-CSS Collections Unit Designated Person
- Forwards the Communication List to the Collections Liaison (GA EWS).
Collections Liaison (GA EWS)
- Receives the Communication List.
- Makes Task for EW action and forwards the Communication List to assigned EW’s Supervisor for action to be taken by assigned EW.
EW Supervisor
- Forwards the Communication List to the assigned EW.
Assigned EW
- Receives Communication List.
- Reviews Imaging or CalSAWS to determine why the Agency missed the deadline.
- Forwards Communication List with feedback to Collections Liaison (GA EWS) and EW Supervisor.
EW Supervisor
- Meets with the EWs in the unit and develops a plan of action to ensure this same problem does not reoccur in future cases.
- Reports information to the SSPM.
SSPM
- Meets with the EW Supervisor to review reason and plan.

Appeals

This communication is received when Social Security Administration determines that the claimant was not eligible for SSI benefits and the claimant has appealed Social Security Administration's denial determination. The following must occur when this communication is received:

DTAC-CSS Collections Unit Designated Person
- Forwards the Communication List to the Collections Liaison (GA EWS).
Collections Liaison (GA EWS)
- Receives Communication List and forwards to SSI Advocacy Clerical staff.
SSI Advocacy Clerical staff
- Performs an ID on these cases if active in the SSI Advocacy Application and in CalSAWS.
- Documents who case was referred to on the list.
  - If case is active in the SSI Advocacy Application and CalSAWS, forwards to the SSI Advocacy SW of Record, SSI Supervisor and Collections Liaison (GA EWS).
  - Active in the SSI Advocacy Application but not CalSAWS, forwards to the SSI Advocacy SW of Record, SSI Supervisor and Collections Liaison (GA EWS).
  - Not active in the SSI Advocacy Application and is active in CalSAWS, forwards to the assigned EW, EW Supervisor, and Collections Liaison (GA EWS).
  - Not active in the SSI Advocacy Application nor in CalSAWS, Takes no further action.
SSI Advocacy
- Refer to SSI Denials.
Assigned GA EW
- Follows instructions in SSI Denials.
Collections Liaison (GA EWS), SSI Supervisor and EW Supervisor
- Monitors the case activity, as appropriate.

Awarded L-8125 Needed

This communication is received when Social Security Administration determines the person is eligible for SSI. The following process must occur when this communication is received:

Follow the same process as in GA Repayment Process for Interim Assistance Reimbursement.

Claimant’s Name or SSN Has Changed on SSI Record

SSA changed the person’s name or SSN on the person’s SSI claim. Either an error occurred or there was a legal change.

DTAC-CSS Collections Designated Person
- Forwards the Communication List to the Collections Liaison (GA EWS).
Collections Liaison (GA EWS)
- Forwards the Communication List to designated clerical staff to complete a MEDS comparison.
GA Clerical
- Reviews QX screen in MEDS to determine if the name is the same or has changed.
- Performs an ID on these cases.
- Forwards Communication List to Collections Liaison (GA EWS).
- Documents on Communication List, Name/SSN changed and attaches MEDS screen.
- When case is not assigned forwards Communication List to Collections Liaison (GA EWS) to get case assigned.
Collections Liaison (GA EWS)
- Receives the Communication List indicating which cases contain a Name/SSN change.
- Creates Task for EW action and forwards the Communication List to assigned EW’s Supervisor.
  - Note: When the case is not assigned follow the office procedures in assigning the case and forwards the Communication List to the appropriate supervisor(s).
EW Supervisor
- Forwards the Communication List to the assigned EW.
Assigned EW
- Reviews Imaging to verify the Name/SSN on legal documents (i.e., SCD 355(s) and SSP 14).
- Contacts the client to provide verification for the Name/SSN change or correction on Name/SSN and schedules the client to come.
- Has client take the Social Security Administration Referral Notice (MC 194) to verify the Name/SSN change by putting a checkmark on section C - “Info on SSA’s Numident File Needs to be verified.”
- Referral to/From Social Security (SCD 169) is given also to verify the status of the SSI/SSP application for GA.
- Gives the client a return appointment.
Client
- Takes the forms to the Social Security Administration to be completed.
- Returns on scheduled appointment with forms.
Assigned EW
- Reviews forms MC 194 and SCD 169 to ensure they are completed correctly.
- Obtains a signature from the client for the following forms:
  - Agreement to Reimburse (SCD 355) or Agreement to Reimburse- Sponsor (SCD 355 S/A) for the following reasons to:
    - Record the new name on the form.
    - Complete the Alias section of the form with the old name.
    - Send the form to the County Recorder’s office.
    - Refer to Application for process.
  - Authorization for Reimbursement of Interim Assistance Initial Payment or Initial Posteligibility Payment (SSP 14) the client MUST sign with new name.
- Change the client’s Name/SSN in CalSAWS and document in a CalSAWS Journal Entry.
- MEDS should be check after 3 days to ensure Name/SSN is correct.