Researching and Resolving File Clearance Alerts

A file clearance alert usually points to a MEDS-ID conflict or an incorrect MEDS-ID in CalSAWS/CalHEERS and resolution is simply a matter of correcting the MEDS-ID. If this simple fix does not resolve the problem, then more research will be required. The various circumstances noted below can also be applied to fixing file clearance alerts with the research and actions necessary to resolve the problem.

If a file clearance alert points to a County ID versus MEDS-ID conflict or a CIN versus MEDS-ID conflict, first determine if there are two MEDS records involved in the conflict. Do a MEDS inquiry using the MEDS-ID from your transaction and if a MEDS record is found, then two different MEDS records will need to be considered in resolving this conflict. Whether one or two MEDS records are involved, be sure to verify that information on two different individuals was not linked to a single MEDS record.

The Client Identification on the Transaction Points to Two Different MEDS Records

First determine if the two different MEDS records actually belong to the individual sent on the county transaction. If they do belong to the same individual then combine the records with an EW11 (Chain) transaction via the SCD 1296. If they do not belong to the same individual, determine what client identification information reported on the transaction belongs to the other individual on MEDS and what needs to be done to rectify both records.

Determining Whether a MEDS Record Belongs to the Individual on the Transaction

Use the INXN MEDS Name Cross Reference (checking for different names), INXC County-ID/CCN Cross Reference (check for different CalSAWS/CalHEERS case/person numbers), Case Inquiry, and Address Inquiry (checking the family composition). Is the MEDS record for the same individual as was reported on the county transaction? Has information on two different individuals been linked to a single MEDS record? If information for two different clients has been linked to a single MEDS record, then generate a GadWIN ticket to get help on correcting the MEDS and SCI records to reflect information for only one individual. Attach all relevant MEDS and CalSAWS screens.

The Transaction County ID Points to a MEDS Record for a Different Individual

If the transaction County ID belongs to another individual, assign a new County ID to your client.

The Transaction MEDS-ID Belongs To a MEDS Record for a Different Individual

Check to see if the Social Security Number (SSN) or the pseudo MEDS-ID was entered into CalSAWS incorrectly. If the MEDS-ID in the county transaction is an SSN, check the county case records and verify if the SSN is legitimate. Also, check the SSN verification code on the MEDS record to determine if the Social Security Administration (SSA) validated the SSN for this individual. If the SSN on the county transaction is incorrect, correct the SSN on CalSAWS. If the SSN does belong to your client and the other person is also a client in our county, update CalSAWS to correct or remove the incorrect SSN from that client's record. If the client is currently active, the changes should trigger a removal of your client's SSN from that client's MEDS record. If the change does not trigger the removal, complete an SCD 1296 for a MEDS online transaction to correct or remove the SSN. If the other person is under the responsibility of another county and the SSN on their record belongs to your client, create a GadWIN ticket for each record with the relevant MEDS and CalSAWS screen shots attached and ask them to remove the SSN from that client's MEDS record (e.g.,your client’s SSN is being used by a client in Alameda county).

The Transaction CIN Points to a MEDS Record for a Different Individual

This indicates that an inappropriate CIN was selected during the file clearance process. Delete the inappropriate CIN from the case record in CalSAWS and then perform another file clearance/CIN selection for the client. Add the client into the case with the newly selected/assigned CIN to establish ongoing eligibility from CalSAWS and MEDS for that individual. After going through the proper channels, a GadWIN ticket must be generated for each record with the relevant MEDS and CalSAWS screen shots attached to request the SCI records be corrected.

The Transaction MEDS-ID Does Not Match MEDS and Is Not Known to MEDS

First establish that the individual in the MEDS record is the same individual reported in the county transaction and then determine what record has the correct MEDS-ID. If the MEDS-ID in the transaction reported to MEDS is an SSN and the MEDS-ID in MEDS is a pseudo-ID, complete an SCD 1296 for a MEDS online transaction to report the SSN to MEDS. Be sure to verify that the SSN or pseudo-ID in CalSAWS is correct. If incorrect, correct the SSN in CalSAWS. If the MEDS-ID in the transaction is an SSN, check the county case records to determine if the SSN is valid. Check the SSN verification code on the MEDS record to determine if the SSN on MEDS failed SSA validation check. If the SSN on your transaction is incorrect, correct the SSN in CalSAWS. If the SSN on MEDS is incorrect, complete an SCD 1296 for a MEDS online transaction to correct the SSN.

The Transaction Birthdate Does Not Match MEDS

First establish that the individual in the MEDS record is the same individual reported in the county transaction and then determine which record has the correct birthdate. Verify if the birthdate in CalSAWS is correct and if incorrect, correct it. Check the case records and verify the birthdate documentation and the birthdate verification code on the MEDS record (INQM and INQE screens) to determine if the MEDS birthdate was verified. Contact the client, if validation of the correct birthdate remains unclear. If the birthdate in CalSAWS is correct, then complete an SCD 1296 to do a MEDS online transaction to correct the birthdate on MEDS.

Updating MEDS Information Once the Conflict Has Been Resolved

When the conflict is resolved, resend the original update transaction to MEDS, if the original update is still appropriate.