MEDS-ID/SSN Changes

A client’s MEDS-ID/SSN may need to be changed because:

An incorrect SSN was reported to MEDS;
A new SSN is issued to the client by SSA because of problems with their prior SSN; or
An SSN is now available for a client who has a pseudo MEDS-ID because they either did not have or did not provide their SSN when they were originally reported to MEDS.

Approvals/Restorations

When approving or restoring an individual who has a prior MEDS record, the SSN must NOT BE CHANGED AT THE SAME TIME the approval/restoration action is taken in CalSAWS. This includes:
- Persons with an active or closed MEDS records in another county as well as our own, and
- Changing from no SSN (pseudo MEDS-ID on MEDS) to an SSN.

Reminder: When approving a newborn or child who was enrolled in Medi-Cal through the CHDP Gateway program, the EW must always use the existing MEDS-ID to establish continued eligibility. If not, duplicate records will be created on MEDS.

If an SSN change is made AT THE SAME TIME, the Add (EW20 or FX20) transaction will be rejected by MEDS and a CEWA
If the SSN on MEDS is INCORRECT, the EW must WAIT two days before making a correction in CalSAWS.

Allowable Changes

After the MEDS/CDB record(s) have been successfully activated, MEDS-ID (SSN) changes are allowed as follows:

Unvalidated SSNs

If the SSN-VER field on MEDS contains a numeric entry, or an alpha/special character entry of N, O, P, Q, S, T, U, V, Y, &, %, or !, the MEDS-ID (SSN) can be changed via the CalSAWS nightly batch process without requesting SSN-VER code lifted by the MEDS Coordinator. To change:

Enter the correct SSN on the SSN Detail page.
Ensure the correct SSN updated in CalHEERS if applicable.
CalSAWS will generate an EW10 or FX10 (MEDS-ID Change) transaction to correct the individual’s MEDS-ID on MEDS. Check MEDS in two working days for the correct SSN.

Pseudo Numbers

If the MEDS-ID field on MEDS contains a pseudo number (beginning with an ‘8’ or ‘9’ and ends with a ‘P’ or ‘Q’) and the client provides a SSN, enter the SSN in MEDS first to ensure there is no MEDS records associated the SSN and then enter the SSN in CalSAWS after the MEDS record is activated. To enter the SSN in CalSAWS, follow the steps below:

Enter the SSN on the SSN Detail page.
Ensure the SSN updated in CalHEERS if applicable.
CalSAWS will generate an EW10 or FX10 (MEDS-ID Change) transaction to correct the individual’s MEDS-ID on MEDS. Check MEDS in two working days for the correct SSN.

Validated SSNs

If the SSN-VER field on MEDS contains an alpha entry of A, B, C,D, E, F, H, I, J, K, or W, the number MUST REMAIN in CalSAWS until the MEDS Coordinator lifts the Validation Code from the MEDS record and replaces it with an * (asterisk). Follow the procedures below to make a referral to SSA and the MEDS Coordinator.

Referral to the SSA and MEDS Coordinator

Complete MC 194 form to refer the client to SSA. Incorrect validated SSNs are normally caused by:
- Assignment of two SSNs to one individual, or
- Assignment of one SSN to more than one person.
The applicable box in Section C of the MC 194 needs to be checked; and Section F should be annotated clearly with a comment indicating the purpose of the referral.
When the MC 194 is completed by SSA, the EW must submit a GadWIN ticket with a copy of the MC 194 to have the validation code lifted.
- Before creating the ticket, review the MC 194 and data in CalSAWS and MEDS with the district office MEDS Liaison for appropriateness of the referral.
- If appropriate, the EW creates a GadWIN ticket by pressing the Control/Print Screen buttons simultaneously on any MEDS screen (e.g., INQM, INQF, etc.) and attach MC 194 along with necessary CalSAWS/CalHEERS/MEDS screens to the ticket.
- Select “MEDS” from the Categories drop-down menu and select the reason of the referral in the Problem Area box.
Once the MEDS Coordinator has replaced the SSN-VER code on MEDS with an * (asterisk), the EW will be notified. The correct SSN can then be entered in CalSAWS.

Refer to Correcting DOB/Name/Gender for Unvalidated SSN for instructions on how to change the SSN in CalSAWS.

CalSAWS will generate an EW10 or FX10 (MEDS-ID Change) transaction to correct the individual’s MEDS-ID on MEDS. Check MEDS in two working days for the correct SSN.