Introduction. HUB Verification Services Overview. HUB Verifications Process Version {1.0} Date: {4/9/2014}

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1 Introduction The purpose of this Job Aid is to describe the Federal Data Services Hub (HUB) Verification services that are supported by the Ohio Integrated Eligibility system. Instructions for executing different Verifications within the Ohio Integrated Eligibility system are referenced in the DHS and IRS Verifications job aids. HUB Verification Services Overview Verification is the Ohio Integrated Eligibility system process of matching data collected from Ohio Benefits and the Ohio Integrated Eligibility system with data available from the Federal HUB. For example, a caseworker may enter a resident s first name, last name, social security number and date of birth in the Ohio Integrated Eligibility system. The process of verification is comparing this attested data from an application for Medicaid with the data available from the Social Security Administration (SSA), the Department of Homeland Security (DHS), and the Internal Revenue Services (IRS). If the attested information matches with the information from the HUB, the items will be verified. The process for determining if there is a match between the two systems depends on which system is being queried and what information is being verified. This job aid will first cover the broad process of HUB verification and then provide further details for each source. As depicted below, the HUB Verification Services uses data from the SSA, DHS, and the IRS to verify information provided and selected for verification on an application for Medicaid. Federal HUB SSA Database Eligibility Worker pings Federal HUB-All services are called at the same time. DHS Database Verified/Not Verified in the Ohio Integrated Eligibility system IRS Database HUB Service Records Verified SSA SSN US Citizenship Incarceration o Living Arrangement Type DHS Non-US Citizenship o INS Document IRS Income o all MAGI countable Income Types Page 1

2 HUB Verification Process Applications may be verified with the HUB automatically in the Ohio Integrated Eligibility system through No Touch or initiated manually by a caseworker. If an application completes the No Touch process, the system will automatically request verification. If the application falls out of No Touch, caseworkers may manually execute the HUB verification process. Automatic HUB Verification Process Medicaid applications submitted on Ohio Benefits may be able to be processed automatically by the system through a process known as No Touch. Additional information on the No Touch Process can be found on the No Touch Processing Job Aid. The automatic application process uses the HUB Verification services to verify the minimum amount of data necessary in order to approve or deny an application for Medicaid. The Automatic HUB Verification process pings all 3 available HUB Verification Services. As an application is processed through No Touch, it is assigned a case number and a caseworker before it is sent for verification. If the HUB verification fails to verify any information during No Touch processing, the application falls out. Automatic processing will stop and an eligibility worker can ping the HUB manually to resolve the verification and complete the processing of the application. When a case falls out of the No Touch process for verification, a task is generated in the assigned caseworker s Task Inventory. The caseworker may then continue to process the case using the Manual HUB Verification Process. Note that as of March 2014, caseworker Task Inventory is not functioning and caseworkers should continue to check the e-application tool daily. Page 2

3 Manual HUB Verification Process The Manual HUB Verification process allows the caseworker to select which verification items they would like to attempt to verify using the HUB verification services. Verification Items that will trigger HUB Verification services include: 1. US Citizenship 2. INS Document 3. Living Arrangement 4. Income Note: Though tax information is not verified by the HUB, ensure a tax record exists (if the resident has tax data) in the Ohio Integrated Eligibility system. Information entered on the Tax Detail screen must be included to verify an applicant s income with the IRS. The Manual HUB Verification Process is triggered on the Verifications List page. The Verification List page lists all items that may need verification. This also includes items which cannot be verified using the HUB. The Verification List page also has a column that displays the source of verification. Checkboxes highlight pending items to Verify or Request Verification The Verification List Page defaults to items with a Pending Status Source of Verification Verify updates verification fields to a Verified status with a Source Verification of Worker Note: Selecting Verify does not send information to the HUB for verification Request Verification sends pending items to the HUB for verification. Note: A case must have an Active or Pending Medicaid Program for the Request Verification button to appear. Note that the system will only ping the HUB Verification Services for the verification types highlighted in the above screenshot. Page 3

4 By selecting the Request Verification button, the Source fields update to Pending while the system waits for a response from the HUB. If a failed response is received, the Source Fields remain Pending. The Source cannot be modified by the worker. Additionally, the Source field can only be viewed on the Verifications List page and does not display on each individual Data Collection page. Those pages with items being verified (for example, US Citizenship) will be locked during the HUB Verification Process. When case pages are locked, case information can be accessed and viewed by case workers. However, case workers will be prevented from updating information on the case while the system waits for a response from the HUB. The case lock will expire when a response is received from the HUB or after 15 minutes if a HUB response has not been received. If a user attempts to update a locked case page, the below screen will display. HUB Verification Results There are two important considerations in determining if a data item has been verified by the Federal HUB. Both of the below conditions must be met to be considered verified from the HUB: 1. The Verification Source must indicate Automatic on the Verification List screen. Please review Appendix 1 for possible responses for the Ohio Integrated Eligibility system verification source. 2. The Verification Status must also indicate Verified on the Item s Verification Detail screen. Please review Appendix 2 for possible responses for the Ohio Integrated Eligibility system Verification Status. The system may also generate verification detail descriptions and journal entry notes pertaining to data items sent for verification. Refer to Appendix 3 for additional information on these notes. Page 4

5 The screenshots below display a ping response which has meets both criteria. When the system successfully receives a response from the HUB, the data item Verification Source will be updated to Automatic on the Verification List page. As noted earlier, if a failed response is received, the Source Fields remain Pending. Note that a Verification Source of Automatic does not necessarily mean the data item has been verified. Filter the Verification List to Verified status Review Verification Detail Screen for Verification Status Verification Source is updated to Automatic The Status of Income has been updated to Verified The Verification Detail Description screen has also been updated to Annual Income Verified Page 5

6 Social Security Administration (SSA) HUB Verification (Citizenship/Living Arrangement) System Data for the SSA Hub Verification Service is retrieved from the Citizenship and Living Arrangement Detail Pages. Data fields on these pages must be marked with a status of Pending for the Ohio Integrated Eligibility system to request verification. Please see Appendix 1 for more information on Verification Source and Appendix 2 for more information on Field Status. Pending Fields Sent to SSA Social Security Number Field Examples Date of Birth 01/01/1984 Birth Country Vital Statistics US Citizenship Document Number Vital Statistics Identity Living Arrangement United States Certification of Report of Birth Document Number Driver s License issued by U.S. State or Territory with photograph Document Number Incarcerated If Verified by HUB Field Status Field Status changes to Verified SSN reported by client Verification Source Source of Verification changes to Automatic If Not Verified by HUB Field Status Field Status is not updated or remains Pending SSN not verified Verification Source Source of Verification is not updated or remains Automatic Pending Note: As of March 2014, items on the Citizenship Detail page are referred to as Vital Statistics on the Verification Details Screen. A field status is verified if the Ohio Integrated Eligibility system resident data matches Social Security Administration resident data. If there is not a match between the Ohio Integrated Eligibility system and Social Security Administration HUB, the field status will remain Pending. An application may enter the Ohio Integrated Eligibility system through Ohio Benefits, but the resident may not have included data for all fields. For example, a resident may not enter his/her social security number. The SSA HUB will return a Field Status of Pending in absence of user entered data and the Eligibility Worker should request the information from the resident. The System will update the Verification Source on the Verification List Page to Automatic when SSA responds back to the Ohio Integrated Eligibility system. Note that Automatic does not mean data has been verified. Automatic means that the source of the data was verified Page 6

7 from the federal hub. If there is a problem with the request for verification, the system will not update the Verification Source (i.e., Verification Source remains Pending). Department of Homeland Security (DHS) HUB Verification System Data for the DHS Hub Verification Service is retrieved from the Non-Citizenship Status Detail Page. Data Fields on the Non-Citizenship Status Detail Page must be marked with a status of Pending for the Ohio Integrated Eligibility system to request verification. Please see Appendix 1 for more information on Verification Source and Appendix 2 for more information on Field Status. You may also see the DHS Verification Job Aid for more information on how to request DHS Verification in the Ohio Integrated Eligibility system. Pending Fields Sent to DHS INS Document INS Document Number Country of Citizenship Field Examples I-181a Spain Date of Entry 01/01/2000 Date of Birth 01/01/1984 Alien Number T2500a629 If Verified by HUB Field Status Field Status changes to Verified Verification Source Source of Verification changes to Automatic If Not Verified by HUB Field Status Field Status is not updated or remains Pending Verification Source Source of Verification is not updated or remains Automatic Pending Note: Alien Number must be included on the Individual Demographics Detail screen to ping the HUB for non-citizens. The Pending field status is changed to Verified if the Ohio Integrated Eligibility system data matches Department of Homeland Security data. If there is no match between the Ohio Integrated Eligibility system and the Department of Homeland Security HUB, the field status will remain Pending. The System will update the Verification Source on the Verification List Page to Automatic when the DHS HUB responds back to the Ohio Integrated Eligibility system. If there is a problem with the request for verification, the system will not update the Verification Source (i.e., Verification Source remains Pending). Applicants with an eligible immigration status are asked to provide their INS Document Type and Document Number. This information is sent to the HUB for verification. As a reminder, The Ohio Integrated Eligibility system does not update any of the attested information with data returned from the HUB. Page 7

8 NOTE: As of March 2014, the Ohio Integrated Eligibility system does not use the 5 year bar information returned from the HUB, however, future enhancements are being considered. Internal Revenue Service (IRS) HUB Verification System Data for the IRS Hub Verification Service is retrieved from the Income Amount Detail Page. The Data Field of Reported Amount on the Income Amount Detail Page must be marked with a status of Pending for the Ohio Integrated Eligibility system to request verification. Please see Appendix 1 for more information on Verification Source and Appendix 2 for more information on Field Status. Pending Fields Sent to IRS Reported Amount Field Examples Begin Date 11/08/2013 If Verified by HUB Field Status Field Status changes to Verified If Not Verified by HUB Field Status Field Status is not updated or remains Pending Verification Source Source of Verification changes to Automatic Note: Phase 1.1 functionality will also include State for an income verification source. Verification Source Source of Verification is not updated or remains Automatic Pending The tax household is defined by the information on the Tax List and Detail pages. This information is required for the Ohio Integrated Eligibility system to send the Verify Annual Household Income request to the HUB. The response will return a Tax Return MAGI Amount (note that this Tax Return MAGI Amount value is not stored in the system it is used temporarily only for verification purposes). This value is compared to the attested annual income for the persons in the tax household. Applicants who are not filing taxes will not have a tax record, and therefore, their income cannot be verified using the Federal HUB service To determine if there is a match, the Ohio Integrated Eligibility system will perform a Reasonable Compatibility Determination for the applicant and each individual in the applicant s tax household. The total tax household income will be calculated by converting the reported income for each person in the tax household to a monthly amount, and calculating the total Page 8

9 taxable income amount for the entire tax household. The total will be multiplied by 12 in order to receive the annual total taxable income for the household. As long as the attested annual income for the household is within a specific percentage of the income value returned from the HUB, the applicable Income records will be verified. A field status is verified if the Ohio Integrated Eligibility system data matches Internal Revenue Service (IRS) data. If there is not a match between the Ohio Integrated Eligibility system and the IRS, the field status will remain Pending. As of March 2014, Ohio has established a reasonable compatibility threshold for the first the Ohio Integrated Eligibility system-hub comparison between 90% and 200% of the Federal Poverty Limit (FPL), or 90% or below of the Federal Poverty Limit (FPL), depending on household size. If the income amount reported by an applicant and the HUB value falls within the same threshold, the income is verified. If the income value returned from the HUB does not match (or is not reasonably compatible with) the information provided by the applicant, Ohio Integrated Eligibility system will attempt to complete the compatibility determination using a threshold of 5% of 100% of the FPL for a household of 1. If the difference between the HUB amount and the annual total taxable income for the household is less than the threshold, the income is verified. (For an example, See Figure 1-Verification Determination for a 1 person tax household uses 2013 FPL.) Page 9

10 If the individuals income does not fall within the threshold, the system will leave the applicable verification items as Pending. (See Figure 2-Reasonable Compatibility Income Test table) (Figure 1-Verification Determination for a 1 person tax household using 2013 FPL) 0% FPL $0 The Ohio Integrated Eligibility system Annual Income Reported is $11,000 90% FPL $10,341 Internal Revenue Service Previous Year s Annual Income is $12, % FPL $11, % FPL $15, % FPL $22,980 Income will be verified. Reported Income and IRS Income is within 90% and 200%FPL (Figure 2-Reasonable Compatibility Income Test Table) If the attested income is Less than 90% of the FPL 1 st Compatibility Test Federal Data Hub If the HUB income amount is also less than 90% of the FPL, the income will be Verified. If the HUB income amount is not less than 90% FPL, go to the 2 nd Compatibility Test. 2 nd Compatibility Test Ohio If the attested income amount is within 5% of 100% of the FPL for a household size of 1, the income will be Verified, and will be used in the household s eligibility determination. If the attested income does not fall within the 5% threshold, the income verification status will remain Pending, and the description on the Verification Detail page will indicate No Match. Page 10

11 If the attested income is Between 90% and 200% of the FPL Greater than 200% of the FPL 1 st Compatibility Test Federal Data Hub If the HUB income amount is also between 90% and 200% of the FPL, the income will be Verified. If the HUB income amount is not between 90% and 200% of the FPL, go to the 2 nd Compatibility Test. If the HUB income amount is also greater than 200% of the FPL, the income will be Verified. If the HUB income amount is not greater 200% FPL, go to the 2 nd Compatibility Test. 2 nd Compatibility Test Ohio If the attested income amount is within 5% of 100% of the FPL for a household size of 1, the income will be Verified, and will be used in the household s eligibility determination. If the attested income does not fall within the 5% threshold, the income verification status will remain Pending, and the description on the Verification Detail page will indicate No Match. If the attested income amount is within 5% of 100% of the FPL for a household size of 1, the income will be Verified, and will be used in the household s eligibility determination. If the attested income does not fall within the 5% threshold, the income verification status will remain Pending, and the description on the Verification Detail page will indicate No Match. Page 11

12 Appendix 1 The figure below identifies the possible responses the user will see on the Verification List page after pinging the Federal HUB. Note: The Source field will always be blank until the user pings the Federal HUB. The Source field can have the following values: Source Value Description Blank (no value) The application fell out of No Touch processing, and no attempt was made to verify the application information via the HUB. A worker should manually request HUB verification. OR The application was manually entered into the Ohio Integrated Eligibility system by a user. Workers must manually request a HUB verification for all manually entered applications (unless the application information was verified via other means). Pending A request has already been made to verify the information via the HUB (either automatically through the No Touch process, or manually by a Worker). The status will remain Pending until a response is received from the HUB. If the HUB verification process failed (e.g., didn t run properly due to a technical issue), the status will remain Pending. In this situation, the Worker should attempt to manually request a HUB verification. Note: The status of every verification will be Pending, except when an application falls out. When an application falls out, the status field will be Pending, and the Source field will be blank because the user must now manually request verification. Worker The information has been verified by a Worker, and the Worker manually updated the Verification Status in the Ohio Integrated Eligibility system. Automatic A response was received from the HUB, and the response was provided from a Federal source. Note that the information may or not be verified Automatic simply indicates that a response has been received. The Worker should review the Verification Detail page to confirm if the information was verified by the HUB. Page 12

13 Source Value Description State A response was received from the HUB, and the response was provided from a State source. Note that the information may or not be verified State simply indicates that a response has been received. The Worker should review the Verification Detail page to confirm if the information was verified by the HUB through a State information source. Appendix 2 Verifications Detail Results Summary The table below outlines the results a user will see on the Verifications Details screen after pinging the Federal HUB. If the Description Field Says Status Field will be: User should do this: this Success Verified N/A Nothing (e.g., blank) Pending Try pinging the HUB again and if it continues to not work, report as an incident Error description (e.g., No Match) Pending Follow manual process for verification Appendix 3 The table below outlines the response messages that a user may see on the Verification Detail screen or in the Journal Entry. For each response message, the recommended case worker action is described. Response Description SUCCESS Annual Income Verified Trusted Data Source Unreachable Unexpected Exception Occurred at Trusted Data Source Unexpected System Exception Invalid or missing input parameter Case Worker Action No Action Required. No Action Required. Eligibility worker can re-request at a later time when the HUB is available. Eligibility worker can re-request at a later time when the HUB is available. Eligibility worker can re-request at a later time when the HUB is available. Page 13

14 Response Description System error submitting Initial Verification System error submitting Secondary Request System error retrieving the next pending case number System error retrieving a Secondary Resolution System error deleting next pending case number System error closing case number System error retrieving details for case number System error setting password Unexpected System Response Code A Number or I-94 Number must exist. Cannot have both an A Number and an I-94 Number Required input field (BenefitCode) is null Case Worker Action Eligibility worker can re-request at a later time when the HUB is available. Neither Alien Number nor I-94 Number exists for the person. One of these must be added removed to re-request. The Alien Number can be updated on the Individual Demographics page. The I-94 Number can be updated on the Non-Citizenship page in the INS Document ID field (when the INS Document Type is set to I- 94). If necessary, the Eligibility worker may perform a manual verification. Both an Alien Number and I-94 Number exist for the person. One of these must be removed to re-request. The Alien Number can be entered on the Individual Demographics page. The I-94 Number can be entered on the Non-Citizenship page in the INS Document ID field (when the INS Document Type is set to I- 94). If necessary, the eligibility worker may perform a manual verification. Report this error to your system administrator. If necessary, the eligibility worker may perform Page 14

15 Response Description Required input field (A Number) is null Required input field (I94 Number) is null Required input field (Case Number) is null Required input field (DocType) is null Required input field (DocOtherDesc) is null Required input field (DocExpDate) is null Required input field (DocLastName) is null Required input field (DocFirstName) is null Required input field (DocBirthDate) is null Required input field (BirthDate) is null Required input field (HireDate) is null Required input field (ReferralDate) is null Case Worker Action a manual verification. Alien Number is missing and must be entered to re-request. The Alien Number can be entered on the Individual Demographics page. If necessary, the Eligibility worker may perform a manual verification. I-94 Number is missing and must be entered to re-request. The I-94 Number can be entered on the Non-Citizenship page in the INS Document ID field (when the INS Document Type is set to I-94). If necessary, the Eligibility worker Document Type is missing and must be entered to re-request. Document Type can be updated on the Non-Citizenship page in the INS Document field. If necessary, the Eligibility worker Document Expiration Date is missing and must be entered to re-request. If necessary, the Eligibility worker may perform a manual verification. Last Name is missing and must be entered to re-request. If necessary, the Eligibility worker First Name is missing and must be entered to re-request. If necessary, the Eligibility worker DOB is missing and must be entered to rerequest. If necessary, the Eligibility worker DOB is missing and must be entered to rerequest. If necessary, the Eligibility worker Page 15

16 Response Description Required input field (CloseStatus) is null Invalid input field format, length/format (A Number) Invalid input field format, length/format (I94 Number) Invalid input field format, length/format (Case Number) Invalid input field format, length/format (DocType) Invalid input field format, length/format (DocOtherDesc) Invalid input field format, length/format (DocLast=Name) Invalid input field format, length/format (DocFirstName) Invalid Benefit Code for user Invalid DocType. Invalid document type value received Invalid Document Expiration Date Case Worker Action Alien Number has an invalid format and must be updated to re-request. Alien Number must be 9 characters long and can be updated on the Individual Demographics page. If necessary, the Eligibility worker may perform a manual verification. I-94 Number has an invalid format and must be updated to re-request. I-94 Number must be 11 characters long and can be updated on the Non-Citizenship page in the INS Document ID field (when the INS Document Type is set to I- 94). If necessary, the Eligibility worker may perform a manual verification. Last Name has an invalid format and must be updated to re-request. Last Name can be up to 40 characters long and can be updated on the Individual Demographics page. If necessary, the Eligibility worker may perform a manual verification. First Name has an invalid format and must be updated to re-request. First Name can be up to 25 characters long and can be updated on the Individual Demographics page. If necessary, the Eligibility worker may perform a manual verification. The HUB does not recognize the Document Type on the request. Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification. INS Document Expiration Date has an invalid format and must be updated to re-request. Page 16

17 Response Description Invalid Document Birth Date Invalid input field length (ClientSftwrVer) Invalid input field length (UserField) Invalid input field length (AKA) Invalid input field length (DocComment) No permissions to access this case Doc Other Description cannot have a value for selected Doc Type. The called method is not authorized for use by this agency. Case does not exist or you do not have the correct privileges to access case Invalid input field format, length/format (Card/Receipt Number) Invalid input field format, length/format (Naturalization Number) Invalid input field format, length/format (Citizenship Number) Case Worker Action This field can be updated on the Non- Citizenship page. If necessary, the Eligibility worker DOB has an invalid format and must be updated to re-request. This field can be updated on the Individual Demographics page. If necessary, the Eligibility worker may perform a manual verification. The case worker may perform a manual verification. The Eligibility worker may perform a manual verification. Card Number has an invalid format and must be updated to re-request. The Card Number can be updated on the Non-Citizenship page in the INS Document ID field. Card Number must be 3 alphabetic characters [A-Z] followed by 10 digits [0-9]. If necessary, the Eligibility worker The Naturalization Number has an invalid format and must be updated to re-request. The Naturalization Number can be updated on the Citizenship page in the INS Document ID field. Naturalization Number must be between 7 and 12 digits. Commas are not allowed. The Citizenship Number has an invalid format and must be updated to re-request. The Citizenship Number can be updated on the Page 17

18 Response Description Invalid closure code Name Mismatch DOB Mismatch Record Not Found Case Worker Action Citizenship page in the INS Document ID field. Citizenship Number must be between 7 and 12 digits. Commas are not allowed. Name must be updated to re-request. If necessary, the Eligibility worker may perform a manual verification. DOB must be updated to re-request. If necessary, the Eligibility worker may perform a manual verification. No record has been found. The case worker must confirm Name, DOB, and citizenship documentation details. If any errors are found, the case worker may re-request the verification from the HUB. Otherwise, the Eligibility worker Page 18

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