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Person Number Changes/Corrections
Each person within a case is assigned a two-digit PN that will be used by MEDS. The number is assigned sequentially by CalSAWS as a person is added to the case.
CalSAWS PNs are displayed on the Case Summary page, All People Associated with the Case page section.
Example: Single Mom is on aid with her two children. Dad returns home and requests to be added to the case. Their PNs are assigned as follows:
|
Person # |
Relationship |
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01 |
Mom |
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02 |
Child A |
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03 |
Child B |
|
04 |
Dad |
MEDS Person Number
The PN is the last two-digits of a client’s 14-digit COUNTY-ID and it is a KEY ELEMENT in the MEDS Network. A client’s COUNTY-ID is the SECONDARY IDENTIFIER in MEDS/CDB (the primary identifier is the MEDS-ID).
An applicant/recipient can be known to MEDS with different PNs (e.g., On aid in Los Angeles County and assigned PN 02; on aid in Tulare County and assigned PN 05; on aid in Santa Clara County and assigned PN 01).
Within the SAME county, once a PN is used on MEDS to identify a client, it must NEVER be used/assigned to anyone else within the same case, even if it was used/assigned in error.
When approving or restoring an individual in the SAME case serial number, take extreme caution when completing the Person Clearance process to avoid selecting the wrong person or creating a new PN for someone who already has an existing PN.
If a person previously aided in one case serial number and now applies for aid in ANOTHER case, CalSAWS will automatically assign the next available PN in the new case.
Example: Stephanie, who is 9 years old, was receiving aid in her mother’s case. Her Aunt receives CalWORKs for herself and her two children and Stephanie moves in with her. The aunt is applying to have Stephanie included in her case. She must be assigned the next available PN in her aunt’s case.
Her old COUNTY-ID on her mother’s case: 43-30-CD12112-0-07.
Her new COUNTY-ID on her aunt’s case: 43-30-1B2K111-0-04.
Person Number Changes
PN changes to correct MEDS problems are only allowed in rare occasions. It is important to understand that correction of a person’s MEDS record are normally NOT ACCOMPLISHED through a PN change.
In most instances, a PN change is required because two different persons in the same case SHARE the same PN on MEDS.
If a MEDS record has what appears to be a PN problem and the EW determines that a PN change is necessary (e.g., INQW/INXC screen shows the same PN used for two different individuals), a referral MUST be made to the MEDS Coordinator to obtain authorization for the change.
Follow the instructions below when making a referral to the MEDS Coordinator:
Table 3-1:
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Stage |
Who |
Action |
|---|---|---|
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1. |
EW |
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2. |
MEDS Liaison |
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3. |
MEDS Coordinator |
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4. |
EW |
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Example of Person Number Change
PN change is a very complicated process in CalSAWS as it may require the creation of a new CIN. The EW must work closely with their supervisor to ensure the change is made accurately.
Illustrated below is a simple example on how a PN change is accomplished. For more complicated PN changes, contact the MEDS Coordinator via the district office MEDS Liaison for assistance. Authorization must be received from the MEDS Coordinator before attempting to make a PN change.
Scenario and Sample Screens
(This entire scenario and sample screens below need to be updated to CalSAWS process of correcting/updating person #.)
Our client, named “li” shares the same PN 02 and CIN with another person in Los Angeles county in MEDS. That CIN belongs to Alameda county’s client. “li” must be reassigned a new PN and a new CIN. The PN 02 is considered a BAD PN. The new PN 04 (our client, ‘LI’) will be created in replacing “li” who is active for MAGI MC.
The New Reported Date (NRD) used for removing/adding a person may vary and will depend on each case scenario and/or program.
(Pending CalSAWS screenshots with steps.)
Related Topics
Birthdate/Name/Gender Corrections
Duplicate Person/CIN Correction Process
Share of Cost and Aid Code Changes/Corrections
Other Health Coverage Changes/Corrections
Change of Address for Foster Care Children Placed Out-of-County