PD 25-13 MED608 MULTIPLE CIN Report

Date: 09/18/25
To: Eligibility Staff
From: Milena Novakovic, SSA BPIS
Reference: CCL 476; MEDIL I 25-21; PD 22-18

Background

The Department of Health Care Services (DHCS) sends a MED608 Multiple CIN Report to counties quarterly (March, June, September, and December). This report captures two or more MEDS records that are most likely for the same individual. The state will begin monitoring and requesting that counties provide a timely response to this report. 

Some exceptions may be 1) twins who have similar names, 2) some counties may use different CINs for pre-adoption and post-adoption MEDS records, or
3) both MEDS records may have different verified SSN (MEDS-ID) and be active in different counties where their case household members are not the same.


Reminder: In some circumstances, an individual may have been assigned more than one SSN. If so, MC 194 should be completed to request the Social Security Administration to verify the individual’s SSN.

 

Change

Starting in July of 2022, the new MED608 Multiple CIN Report is sent to eligibility staff for review to confirm the records belong to the same individual and to take corrective actions by combining the records in MEDS.

Guidance for Eligibility Worker (EW)

  • Receives the MED608 Multiple CIN Report from their SSPM/Supervisor and a Task assignment.
  • Reviews thoroughly both pairs of records in CalSAWS, CalHEERS, and MEDS (i.e., INXC, INXN, INQM, INQ1, INQ2, INQ3) and documents in the Journal, to identify any discrepancies and to compare the following data elements, but not limited to:
    • Full name, including spelling (INXN),
    • Social Security Number (SSN) vs. Pseudo number (MEDS-ID),
    • SSN-VER codes (verified/unverified),
    • Date of Birth,
    • Citizen/Non-Citizen status/codes on INQE screen (citizen, LPR, undocumented, etc.),
    • Household members via INQW screen: searching by County Code & County Case # (i.e., looking for San Francisco case - type '38-1B1111').
  • Determines which is a golden Record (good CIN) and which is a duplicate record (bad CIN). 
    • If the duplicate record is found in our county case, complete the Duplicate Person process. Refer to MEDS HB Chapter 3 Duplicate Person/CIN Correction Process. 
    • If our county case does not have a duplicate record and only has a golden record, complete the SCD 2624 and submit a GadWIN ticket to request the other county to complete the Duplicate Person Process.
  • Submits an SCD 1296 to request an EW11 transaction to combine CINs and/or to terminate incorrect aid code, if needed. Must ensure both records/CINs are for the same person before submitting an SCD 1296. 

Important: EW11 TRANSACTION IS IRREVERSIBLE. Do NOT combine a Minor Consent CIN with a regular CIN.

  • Submits a GadWIN ticket with supportive documents/screens if MTO is not able to successfully combine the records due to receiving an online MEDS error message.
  • Enters a case Journal and completes three columns on the spreadsheet:
    • Action: Select a dropdown menu - 'Combined, Not Combined, Work In Progress, or Not the Same Person-Twin',
    • Correct CIN #: Enter a correct CIN,
    • Reason: Enter a reason if Action as 'Not Combined' is selected.
  • Returns the completed spreadsheet to their Supervisor/SSPM.
  • Checks MEDS (INXX screen) to ensure the correct CIN is used in MEDS, CalSAWS, and CalHEERS. 

 

NOTE: Do not add/type Duplicate Person/or bad CIN next to the name in CalSAWS. 

 

Resources

 

Reports

The report will be sent to the district office Managers and Management Analysts by the fourth week of each quarter. Each district office manager must return their completed report to the Program by the given date.

Manual Tasks will be uploaded. 
Task type: Listing
Long Description: MED608 Multiple CIN Listing.  Refer to PD 25-13 for de-duplication instruction; DHCS CIN1: xxxxxxxxx; DHCS CIN2: xxxxxxxxx 
 

Implementation

This Program Directive is effective immediately.