Juveniles in Public Institutions

SB 1469 Pre-Release Application Process for Wards in County Juvenile Facilities
SB 1469 allows the MC application process to begin before the juvenile is released from custody.

A ward who previously would have had to re-apply for MC benefits after release from incarceration can, under SB 1469, apply for MC before release.

SB 1469 requires County juvenile detention facilities, in Santa Clara County this is the Probation Department, provide specific information to the Social Services Agency (SSA), to allow SSA to expedite MC eligibility determination for juvenile wards being released.

SB 1469 Application Process

The provisions of SB 1469 require:

Juvenile Ward Application Process

Juvenile Court
1. Issues an order pertaining to the disposition of the ward of the county, committing that ward to a juvenile hall, camp, or ranch for 30 days or more.
County Probation Department
1. Provides SSA with:
  1. The ward’s name
  2. The scheduled or actual release date, or if applicable, notify the SSA about placement into a medical/mental health facility
  3. Any known information regarding the ward’s MC status prior to disposition and/or any other health coverage available.
  4. Sufficient information when available, to begin the process of determining MC eligibility
  5. Contact information for the ward’s parent or guardian, if available, and
  6. Any changes in the ward’s release date.
EW
1. Processes the MC application.
  1. NOTE: The EW will generally need to request additional information in order to complete the eligibility determination. However, there is NO change to existing eligibility policies and procedures, including citizenship/identity verification requirements and Performance Standards.

Eligibility Requirements

Applications submitted for juvenile inmates are processed like any other MC applications. The application may be signed by the person/agency responsible for the ward in accordance with current MC policy.

SB 1469 applications submitted by the Probation Department are processed by specific units within the Application Assistance Center (AAC) office. SB 1469 applications must be processed as URGENT.

The following rules apply:

When the release date is scheduled for the ward, the Probation Department immediately notifies the ward’s parent/guardian of the referral for MC benefits for the ward and allows 30 days for a response.

Note: If the parent/guardian informs the Probation Department that they do not want an application to be submitted on behalf of their child, no application will be initiated and the process ends. If the parent/guardian does not respond, the process continues.

Within 45-90 days before the scheduled release date, the Probation Department sends a Transmittal form with the ward’s information to BAC via E-mail along with supporting documentation, if applicable. BAC will acknowledge receipt of the referral via E-mail within 10 days of receiving the information.

Note: If a disability is claimed for the ward, the Probation Department will also provide all known medical information for the EW to request a disability evaluation.

The assigned EW works with Probation Department staff, and with the ward’s parent/guardian as necessary to complete the MC application process.
When the Probation Department is contacted for additional information, all MC application requirements apply. Eligibility cannot be established upon the ward’s release unless all necessary information is provided.
The application can be denied if the responsible individual does not cooperate with the request for information/verification needed.

Note: Only the minimum information needed to determine or restore eligibility in accordance with current MC policy may be requested.

MC eligibility begins on the date of the application.
The Probation Department must be notified whether the ward is eligible for benefits.
The Probation Department must be notified at least 10 days prior to the expected release date if the MC determination is not completed.
If the ward is scheduled for release in less than 45 days, the pre-release application process must be expedited.
An immediate need paper BIC must be issued for the juvenile as soon as eligibility is established to allow the ward to access services immediately upon release. The temporary card must be sent to the facility before the release date.
All MC Notice of Action requirements apply.

SB 1469 Juvenile Intake Procedures

The following chart provides instructions for processing SB 1469 applications. The shaded column section of the chart refers to the columns that are completed in the SB1469 Minor Probation Medi-Cal Ins. Log (JPD Log). The unshaded column section of the chart refers to the columns that are completed in the JPD SB 1469 Application Log (MBA Log).

Step	Who	Action		Column in the BAC Log
1.	JPD	Makes at least 2 attempts to contact the parent/guardian by mail/phone to inquire if they want to apply for MC or ask if they have Other Health Coverage (OHC). Documents the date the parent/guardian was contacted and if they want to apply for MC or have OHC. Within 30-60 days of the release date, sends the referral transmittal via e-mail for wards who have or want to apply for MC to the e-mail box (BACAppRegSB1469@ssa.sccgov.org) and documents the date the transmittal was sent. The email should provide the release date, and the e-mail subject line should include SB 1469 and the ward’s last name. On the first Monday (or the next working day when Monday is a holiday) of every month, sends the excel version of the JPD Log of wards via e-mail to BAC e-mail box with information on wards who have OHC and are not interested in applying for MC. The e-mail subject line should include SB 1469.		J,K,M,N,O
2.	BAC Clerical	Retrieves the referral transmittal from the e-mail box. IDs the child in CalSAWS, CalHEERS and MEDS to determine if the child is currently enrolled in MC. Records the referral transmittal on the BAC Log for tracking purposes. Records the Medi-Cal status on columns A thru J.		A-J
	BAC Clerical	If the child...	Then BAC clerical...
		Is currently active on CalWORKs or MC,	Documents in the Journal page “Urgent: Ward (fill in name) will be released on (fill in release date) ensure MC is active upon release.” Scans a copy of the referral transmittal into case Imaging. Issues Immediate Need BIC and e-mails it to JPD at: Michelle.Warzek@pro.sccgov.org and PRO-SB1469@pro.sccgov.org Creates a Task for follow-up action and includes the Journal page entry in the long description.
		Is currently pending or active at Foster Care (FC),	Notifies FC by e-mailing Info Sup of the day, and fostercareprocessing@ssa.sccgov.org. Include the release date, name, and DOB.
		Is not currently active, but the family has an open CalWORKs or MC case (i.e. in suspended status or not on aid),	Notifies District Office (DO) SSPMs by email and copies the DO MC Liaison. Include in the subject line “JPD SB 1469 Urgent Processing” and the case number. The body of the e-mail should include the name of the ward, DOB, and release date. DO assigns for Urgent Processing. EW will make contact with the child’s family to add the child to the case. Issues Immediate Need BIC and e-mails it to JPD at: Michelle.Warzek@pro.sccgov.org and PRO-SB1469@pro.sccgov.org.
		Has no open case record,	Notifies JPD that MC is not active by marking an N in column K of the BAC log.	K
		Returns the completed BAC Log on the 2nd Monday (or the next working day when Monday is a holiday) of each month as a password-protected document via secure e-mail to: Michelle.Warzek@pro.sccgov.org, PRO-SB1469@pro.sccgov.org, and copy the JPD manager.
3.	JPD	Receives and reviews the completed BAC Log. Adds MC status and outcome into the JPD Log. Provides the family with an application if MC is not active.		N
4.	BAC Clerical	If a MC application is returned by JPD, sends an email to the BAC Assignment team to request a Task be created and assigned to the next available Intake EW. Records the date the application was received on the BAC Log.		P
5.	AAC EW	Receives the completed application and follows the normal intake process. Contacts the parent/guardian for additional information as necessary. Enters pertinent information into CalSAWS to process the application, as appropriate. Sends the appropriate Notice of Action. Completes SCD 1296 for Clerical to issue an Immediate Need BIC. Provides a screen print of the Person Search section, to clerical staff, (if APTC eligible make a note), in order to indicate the outcome of the MC application.
6.	BAC Clerical	Clerical will issue Immediate Need (IN) BIC at EW request Clerical will them e-mail Immediate Need BIC to JPD at: Michelle.Warzek@pro.sccgov.org and PRO-SB1469@pro.sccgov.org. Indicates the disposition of the MC application by logging the outcome on the BAC Log.		R, S

Foster Care

Foster Care children are automatically eligible for MC after utilizing whatever other health coverage is available. Foster Care children are excluded from being classified as an inmate of a public institution when such children are temporarily in an institution pending more suitable arrangements such as Foster Care placement in a foster family or group home. This include those juveniles awaiting placement but still physically present in juvenile hall.