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MEDS/CDB Reconciliation Process
The Recon process occurs quarterly on a schedule established by DHCS. Currently, Santa Clara County’s Recon months are February, May, August and November of each year.
The Recon process consists of three basic components:
- County Input Process
- MEDS Extract Process
- Recon Compare and Update Process
County Input Process
- On the scheduled Recon month, input files prepared by CalSAWS are submitted to the state via FR20 (for CalFresh) and RC20 (for all other programs) transactions.
- Only current month Medi-Cal (including cash-based Medi-Cal) and CalFresh eligibility are reconciled.
- All valid county welfare Aid Codes are reconciled. The record is bypassed from further reconciliation if the Aid Code is invalid. A data validation alert will be generated to notify the EW.
- Minor Consent and IE/RR Aid Codes are excluded from the Recon process. A data validation alert will NOT be generated.
- The county input transaction is identified as containing critical eligibility errors when fatal edit errors are detected during the Recon process.
When a critical eligibility error is found, the record is flagged to prevent the creation of a Recon update transaction to change the information on MEDS. A Hold may also be placed on the record for programs other than CalFresh.
Refer to Other Definitions for a list of critical eligibility errors.
MEDS Extract Process
- The Extract process is performed by DHCS to extract MEDS records that correspond to the eligibility segment type(s) sent on the county Recon transactions.
- Edwards and Burman Hold records are included in the MEDS Extract process.
- The following records are excluded from the MEDS Extract process:
- Records identified as Medi-Cal fraud
- Frozen records
- Minor Consent and IE/RR records
- IHSS, SSI/SSP, BCCTP records
- Immediate need records
- Forced eligible records due to late termination
- Accelerated Enrollment
- CHDP Gateway
- Extended eligibility records (e.g., former SSI recipient pending SB87 determination).
Recon Compare and Update Process
- The Recon Compare and Update Process compares the records on the validated county input file against the records on the MEDS extract file.
- The County Recon file is screened for duplicate records. A duplicate exists when multiple records contain the same county code, MEDS-ID and segment type.
- Eligibility Data is compared first, followed by Case Data and then Client Data. Refer to Other Definitions for information included in each data category.
- Update/change transactions are generated to bring the discrepancies identified in MEDS to agree with the data in CalSAWS to the extent possible. These transactions update eligibility data as well as all of the “Updatable” data fields reported on the county Recon transaction.
- Worker alerts are generated to notify the EW of the discrepancies identified and whether a Recon update transaction was generated.
Note: Refer to Calendars on the Program web page in the intranet, for the dates when the Recon Compare/Update Process is scheduled.
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