Completing the Access to Children in Emergency (ACE) Window in MEDS [ACEM]

The ACEM is contained in the MEDS network. ACE was implemented on September 19, 1994.

Purpose

EA is limited to a single emergency “episode” within twelve consecutive months, therefore:

The FC Intake EW must access ACEM to verify any prior record of EA payments within the prior 12 month period.
The EA application is recorded in ACEM. ACE automatically calculates the period of eligibility from the date of application, not the date the child is determined to be at risk.
Only the FC Intake Unit is authorized to input data into ACEM.

Social Security Numbers (SSN)

Having an SSN is not required for an EA determination, rather it is a “condition of eligibility.” The SSN is used as an identifier for ACE and must be received before EA funding may be approved in ACEM.

If a child/youth does not have a social security number, an application for the SSN must be submitted. In this situation, the ACEM window will remain in pending status until the SSN is received. While waiting for the SSN, the Intake EW will request county funding (SCZ 414Z) from the SW to issue payment.

Once the SSN card is received, the Continuing EW will forward it to Intake to approve EA in ACEM. Then the Continuing worker will submit an assistance claim to fiscal to change the aid code for the EA episode.

Reminder: A copy of the child’s birth certificate (b/c) must accompany the SSN application. If the b/c has not been obtained then a request for a b/c must be made. If the Intake Unit is unable to obtain the SSN within the EA period (120 days), then the EA application must be denied.

Pseudo Numbers

ACE will assign a pseudo number when an SSN is not available. If there is an established case in CalSAWS with a pseudo number, that number may be used. However, every effort MUST be made to obtain the SSN whenever possible to prevent incorrect EA claiming.

Adding a Child/Youth to ACE

After reviewing, signing, and dating the EA 1 and before approving EA funding in CalSAWS, the Triage FC EW must add the child/youth in ACEM to track their eligibility for EA funding. If the child does not have an SSN, the EA record is added but remains in a pending status until the SSN is added.

ACEM is accessed from the MEDS system as displayed below. Before adding a record, the Intake FC EW must make an “Inquiry” by Selecting “I”“Inquiry” by Selecting “I” and using the child’s name, date of birth and SSN to make sure no record exists.

The following information must be added to the child’s/youth’s ACE record:

Last Name and First Name
Enter the SSN. If the child has a pseudo number created in CalSAWS use the existing pseudo number. If there is no SSN or pseudo number leave the field blank. The system will ask if the child is undocumented, always enter “Yes” and ACE will generate a pseudo number.

Note: When the SSN for the child is obtained the record must be updated.

Date of Birth
REM Date: Date of removal
The address of the child
The Case Name (usually the parent of removal)
Case NBR is always “43 48S” followed by the CWS/CMS case number
Application Date: The removal date is used for the application date (only for the ACEM entries)
The NTE (Not To Exceed) date is system populated based on the removal date
The Last CHG (change) is the input date of the Intake FC EW (must be within 30 days from the removal).
AUTH DT: for this entry use the date of removal. This field is left blank when the child’s SSN is not available. When the SSN card is received the ACE record must be updated. The Triage FC EW must ensure the removal date matches the AUTH DT. If the date does not auto-populate or match the removal date, the date must be entered or updated.

After completing the window the Triage FC EW must select “A” two times and wait for the messages code to indicate the record has been added.

The Intake FC EW can review the record by Selecting the “I” and pressing enter. Below is an example of a ACE1 example of a ACE1 after the record is added.

Incorrect SSNs

All ACE SSN-related problems shall be referred to the Intake EW Supervisor for correction and deletion of the ACE record. If an SSN is incorrectly entered on ACE, a deletion transaction must be done and then the EA record must be re-established in ACE with the correct SSN. All pertinent data must be retained to ensure that EA payments are correct and to provide an accurate audit trail. Therefore,

A copy of the “before” screen must be made before deleting the ACE record.
A screen print of the “Add” transaction must be Imaged in the case record.